Clerical Officer

PARTICULARS OF EMPLOYMENT

Tenure of Employment: Permanent Part -Time: 40/70 (20 hours per week)

Garda Clearance / Police Clearance: Garda Clearance is a requirement for employment in the Brothers of Charity Services.  Police Clearance is also required for candidates who have lived abroad for over six months.

Remuneration:  Salary Scale (Pro Rata):  

Clerical Officer Grade (Department of Health, Consolidated Scales) €29,310 - €46,448

Annual Leave: The Annual Leave attached to this post is 25 days

Pension Scheme: The Brothers of Charity Contributory Superannuation Scheme which is linked with the Nominated Health Agencies Superannuation Scheme or Single Public Service Pension Scheme (whichever is applicable) will apply to this appointment and the person appointed will enter the said Scheme as and from the date of taking up employment.

Job Description & Person Specification

The Brothers of Charity Services Ireland aims to empower people with intellectual disabilities / autism to live the lives they choose. Our focus is on forming a partnership with each individual and their family, enabling them to design their own service so that they can enjoy a real life in a real place with a healthy balance of supports. We wish to create opportunities for people with intellectual disabilities to have social roles in their communities and to have the chance to form real friendships.  

The purpose of the Training, Development and Quality function for the Clare Services is to provide a framework for training, development and quality which ensures employees have the necessary competencies to deliver the Service’s strategic and operational plans and a high quality service.

The role of the Clercal Officer within the Training and Quality Enhancement Department is to provide administrative and clerical support in a dynamic, busy environment to ensure effective and efficient delivery of all training and quality initiatives. The role requires a person flexible and comfortable adapting work practicies and procedures to respond to the differnet and varied changing needs within a creative and innovative department.

QUALIFICATIONS & EXPERIENCE

Essential:

-    Achieved Leaving Certificate standard of Education

-    A good working knowledge of Windows, Microsoft Office, Excel, Microsoft Teams, etc.

-    At least 2 years administrative experience

-    Ability to deal with IT queries/issues 

-    Ability to prioritise and handle multiple tasks simultaneously and meet deadlines

-    Excellent written and spoken communication skills that allow you to inform and advise others clearly

-    Strong numerical, analytical and attention to details skills

-    Strong Interpersonal skills that enable you to work with people at all levels

-    Ability to work within a team environment and be self-motivated

-    Full Clean Drivers Licence

Desirable:

-    Third level qualification in Office Management or equivalent

Main Duties & Responsibilities

·        Support the planning, scheduling and organising of training events to meet specific training needs on an annual basis.

·        Support delivery of online, MS Teams and blended learning events ensuring links are circulated, attendance recorded and completion of online courses within specified timeframes.

·        Support the management of training events, booking of venues, ensuring events are at full capacity, liaise with staff and managers where necessary, room set up and registration of events, any event specific requirements are prepared and ready and ordering of supplies for breaks, stationery.

·        Support trainers in terms of any queries they have around training events, training equipment, venue details, training documentation, materials and resources.

·        Liaise with staff and managers regarding training events, attendance records, equipment, evaluations, certification, training records and reports.

·        Assist in day to day management of Training Database and relevant functions such as creation of course instances, manage bookings, cancellations, reminder system and training matrix.

·        Prepare invoices, reports, memos, letters, spreadsheet, database and other documents, as required. 

·        Typing of various documents, reports policies, inputting information and updating of data base systems and spreadsheets (excel) ensuring accuracy and attention to detail.

·        Prepare accurate training reports as needed to identify annual training requirements for mandatory and refresher training to inform annual training calender.

·        Ensure the preparation of Agendas and Minutes of Meetings reports as needed.

·        Assist and support submission of registration/renewal and app to vary applications and notifications to HIQA.

·        Ensure Designated Centre Details & PIC details in ASPIRE are up to date, accurate and current.

·        Assist generating and analysis of accurate reports from ASPIRE to help improve quality.

·        Input data from inspections reports and compliance plans to ASPIRE, (BOCSI IT system to manage reporting on HIQA inspection Reports)

·        Participate in supporting the ongoing and evolving work of the Training Development and Quality Enhancement Department as required.

·        Support Clare Services progress towards accreditation with CQL.

HEALTH AND SAFETY

·        Be conscious of Health & Safety matters in the workplace and, in particular, to comply with employees’ obligations as set out under Section 9 of the Safety, Health and Welfare at Work Act, 2005.  Ensure that the procedures set out in the Safety Statement are implemented at all times. 

·        Promote safety in all environments for individuals supported by our Services and employees in line with the Brothers of Charity Services Ireland Clare Health and Safety Statement.

·        Become familiar with and practise fire drill procedures within places of work, i.e. fire detection, evacuation and fire-fighting.

·        If deemed essential for your role, you will be expected to undertake Basic First Aid/Heart-saver/AED training.

·        Undertake ongoing Risk Assessments as required.

·        Report all accidents to your line manager and human resources immediately as they occur.

WORKING RELATIONSHIPS AND COMMUNICATION:

·        Understand and operate all relevant local and organisational procedures, directives and general information made available through the line manager.

·        Develop and contribute to good working relationships in the Organisation and with all other relevant personnel.

·        Report to and appraise line manager or designate of all work-related issues and difficulties.

·        Maintain strict confidentiality relating to matters regarding personnel and services.

·        Nurture good working relationships within each team you are responsible for, by ensuring good communication and by ensuring that each employee is treated fairly, equally and honestly.

Due to the constantly changing needs of individuals who use the services and the constantly changing environment in which services are being provided all staff are expected to have a high level of flexibility and an ability to modify their approaches based on the needs of the individuals who use the services and the requirements of the service delivery environment. This job description and person specification may therefore evolve over time. 

Short listing of applications may apply.  Canvassing will disqualify.  Panels may be formed as a result of the interview process. Candidates who are placed on a panel will be considered for subsequent vacancies, for a period of up to one year for this grade.

-   The Brothers of Charity Services Ireland is an Equal Opportunities Employer   -